Los ANGELES COMMUNITY COLLEGE DISTRICT

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Los ANGELES COMMUNITY COLLEGE DISTRICT

CITY• EAST• HARBOR• MISSION• PIERCE"SOUTHWEST •TRADE-TECHNICAL• VALLEY• WEST

MEMO

Date: January 20, 2016

To: Facilities Master Planningaiid Oversight Committee:

Ernie Moreno, chair; Scott Svonkin and Sydney Kamlager ~\

From: James O'Reilly, chief facilities executive

ft~~o'~\ ~

RE: January 27, 2016 Facilities Master Planning and Oversight Committee

Please find attached background materials for the Facilities Master Planning and Oversight meeting to be held on January 27, 2016.

The agenda will include a pr~sentation of the proposed buyout of the northwest parking solar photovoltaic power plant at East Los Angeles College, an update of the revised Key Performance Indicators report, a review of the new bond program website and related program information, and an oral update about the relocation of the Program

Management Office.

Additionally, the agenda will include an opportunity for the PMO to continue to provide follow-up respons~s to the October 21, 2015 discussion of the 2015-16 committee goals.

Background materials related to those items are included in the board package.

I will be joined by staff at the meeting to discuss the item on the agenda. Please feel free to call me at (213) 891-2048 if you have any questions.

C: Dr. Francisco Rodriguez, chancellor Dr. Adriana Barrera, deputy chancellor

Thomas Donovan, director, LACCD bond Program Management Office JDO/drm

Los Angeles Community College District

PROGRAM MANAGEMENT SERVICES

Solar Photovoltaic System Buyouts

Facilities Master Planning and Oversight Committee

January 27, 2016

Summary of Photovoltaic Systems

• There are 10 free standing solar photovoltaic (PV)

systems at five colleges and one property.

• Three categories based on the year that they were

installed and the financing mechanism used:

– 2007 Project (Power Purchase Agreement)

– 2009 Projects (Solar Leases/Master Equipment Leases with

Production Guarantees)

– 2010 Projects (Solar Leases/Master Equipment Leases with

Production Guarantees)

Difference Between Power Purchase Agreements

and Solar Leases

• Power Purchase Agreements (PPAs)

– District entered into a financing agreement with a solar

provider for one facility

– Provider paid for and installed the photovoltaic facility

– Provider maintains the facility for the life of the agreement

– District makes payments out of college’s general fund to

provider based on amount of electricity produced

– System buyout becomes an option in year 6

• Solar Lease

– District entered into solar leases for 9 facilities

– Lease payment amounts are fixed and paid out of respective

colleges’ 40J energy budget funds

ELAC Northwest Parking Solar Photovoltaic Array

Buyout Facts

• PV Array Size - 1190 kW DC, 5,952 Panels

• System buyout option began on May 1, 2015

• Funds allocated in the 40J Energy budget to proceed

with system acquisition for $3,207,291

• According to the system provider, Chevron Energy

Solutions, system has performed as expected based

on monitoring analysis reports.

• East Los Angeles College will stop paying for lease

out of general funds.

ELAC Northwest Parking Solar Photovoltaic Array

Termination Buyout & Termination Value

Operations and Maintenance Options Post Buyout

1. District hires the services of an outside company to

service and maintain the existing PV system.

2. Additional college facilities staff operate and

Los Angeles Community College District

PROGRAM MANAGEMENT SERVICES

College Key Performance Indicator

(KPI) Update

Facilities Master Planning and Oversight Committee

January 27, 2016

History

• PMO Annual Report presented at November

FMP&OC

• Questions on KPI trending prompted reexamination of

KPI criteria

• Three KPIs identified as needing revised criteria to

more accurately reflect CPT and PMO activities:

– Risk

– Construction Schedule

– Timeline to Execute Billable Change Orders

KPIs Revised To-Date

Risk

• Tracked progress on a monthly basis

• Monthly KPI scoring for various components

proved unrealistic based on industry standard

Risk

• Tracks progress on a quarterly basis

• Adjusted weighting for

opening/closing risks, risk level changes and cost exposure mitigation

Schedule

• Tracked progress against forecasted Substantial Completion

• A single project with a slip of over 30 days turned entire college “red”

Schedule

• Tracks progress against contractual Substantial Completion

• Will indicate schedule slippage over 30 days

• Excludes “challenged” projects

Schedule KPI: Challenged Projects Defined

• A project is “challenged” if there is a critical path impact greater

than 30 days due to:

– Major unforeseen conditions

– Contractor default/surety takeover – Major owner-initiated scope changes

– Major additional requirements/agency-initiated scope changes

• Examples include:

– Mission Media Arts

– Harbor Student Union, Landscape/Hardscape and Theater Drama Speech building

– City Student Services and Holmes Hall

Change Order KPI

Prior Criteria

• Tracked progress on all contractor / owner

requested changes

• Approval defined as BOT approval

Revised Criteria

• Tracks progress only for changes deemed to have merit

• Tracks CO package approval

0-30 days

• Change Order Proposal (COP) submitted & validated

31-60 days

61-90 days (KPI

criteria)

prepared & executed

Los Angeles Community College District

PROGRAM MANAGEMENT SERVICES

New BuildLACCD Website

Facilities Master Planning and Oversight Committee

January 27, 2016

Agenda

• Website Improvements

• Website Statistics

BuildLACCD Website Improvements

• Two websites; two URL’s • Non-ADA compliant

• Non-Mobile device friendly

• Cumbersome navigation • No search functionality

• No content management system for updates

• No tracking/trending mechanism(s) for traffic, engagement, etc.

• One website: buildlaccd.org • Double A – ADA compliant • Responsive; screen size

conformance

• Intuitive navigation

• Site-wide search functionality • Content management system

functionality

• Tracking & trending functionality • Interactive college map feature • Two-time Silver Award Winner

2015 W3_{: Academy of Interactive}

& Visual Arts

Website Statistics

Site averages 6,500 visits a month (Jul to Dec)

Website Statistics

74%

3.35 Seconds Load Time 0.22 Seconds Redirect Time

Top 3 Page Visits:

• Contractors and Bidders • Reports

• Standards and Guidelines

Website Demo

Los Angeles Community College District

PROGRAM MANAGEMENT SERVICES

Committee Goals & PMO Annual Update

Follow-Up

Facilities Master Planning and Oversight Committee

January 27, 2015

Remaining FMP&OC Questions

Continuation – and update – of presentation delivered at the

October 21, 2015 FMP&OC meeting

PMO Annual Report

• No movement of college budgets among colleges to-date

Movement of college budgets

Satellite budgets

• January 30, 2013: Board Resolution BT4 called to defund

remaining satellites.

– Note: Firestone was not defunded; required to reduce scope

• February 2013: $82.5 million in remaining budgets transferred

from the satellites (West, Valley, Mission, East) to the District

Bond Contingency

• February 2014: $16.4 million from Firestone defunding exercise

transferred to District Bond Contingency

PMO Annual Report

• 504 projects completed before April 2013

(Pre-AECOM)

• 69 projects as of April 2013

• 43 projects with a design start since April 2013

• 61 projects with a construction start since April 2013

• 53 projects/buildings occupied since April 2013

• 68 projects/buildings completed since April 2013

PMO Annual Report

• 6 projects delayed

– Delay calculated based on the contractual substantial completion date.

• 4 projects previously listed no longer delayed

– Projects now on schedule based on the contractual substantial completion date via approved change order.

Projects behind schedule

College Project Reason for Delay

City Holmes Hall Modernization Unforeseen conditions City Student Services Center Owner scope changes City Physical Plant (M&O Building) Unforeseen conditions City Tennis Courts Unforeseen conditions Harbor S.A.I.L.S. Student Union Owner scope changes & _{unforeseen conditions} Mission Media Arts Contractor default;_{defective work}

College Project Reason for Delay

East Science Career & Mathematics Completing final punchlist Valley Multi-Purpose Community Services Center Occupied

Valley Community Workforce Development Center In construction

PMO Annual Report

• 7 projects are under review by DSA

DSA projects awaiting plan approval

College Project

DSA Review Status Access

Fire Life

Safety Structural

East New G8 Replacement Building* 20% 85% 45%

Harbor ADA Package C 50% 85% 85%

Harbor ADA Package D 80 50% 85% 80%

Harbor ADA Package A 50% 85% 85%

Harbor ADA Package B 50% 85% 85%

Pierce North of Mall Phase 2 1% 1% 10%

West Plant Facilities Center (FMP II _Warehouse)* 0% 0% 0%

PMO Annual Report

• 3 projects previously under review by DSA subsequently approved since the last report

• 2 projects previously under review by DSA canceled by the college since the last report

DSA projects no longer awaiting plan approval

College Project

DSA Review Status Access

Fire Life

Safety Structural

Harbor S.A.I.L.S - Central Green 100% 100% 100% Harbor Old Administration Building 95 100% 100% 100%

West

Alterations to 1-(E) Central Plant/Boiler Room Building

Phase 2A - Adding Third Chiller 100% 100% 100%

College Project

DSA Review Status Access

Fire Life

Safety Structural

East Swing Space Modular Buildings NA NA NA

Construction of 1-Removal of existing relocatable buildings,

PMO Annual Report

• 143 projects closed with DSA certification April 2013 through

December 2015, totaling more than $1.43 billion in construction cost value.

• 10 projects at DSA awaiting closeout with certification

DSA projects awaiting closeout with certification

College Project

1 City Van De Kamp Original 2 East Baseball Field

3 Pierce Student Store HVAC 4 Pierce Alterations to Roadways 5 Southwest Pony Wall

6 Trade-Tech Building D catwalk (mechanical) 7 Valley Monarch Parking Structure

8 West Removal of relocatable buildings 9 West Demo of temporary buildings

PMO Annual Report

• BuildLACCD College Internship Program Goals:

– Provide students with access to meaningful STEM-related internship opportunities; – Develop work readiness to increase student success in professional work

environment;

– Provide students an opportunity to contribute to the design, construction and operations of campus facilities; and

– Create long-term mentorship opportunities for students.

• H-1B Internship Program

– Open to all students currently enrolled at an LACCD college; one-year LACCD alumni

– H-1B Internship Grant Program Partners:

Internship Programs

• AECOM (13 positions)

• P2S Engineering (8 positions) • Pacifica (2 positions)

• Harper Construction (1 position)

• SGI Construction Mgmt. (5 positions)

• Simpson & Simpson (10 positions) • TTG (1 position)

• USS Builders (2 positions) • Yang Management (2 positions)

$208,323 $50,000 $100,000 $150,000 $200,000 $250,000 $5,000 $10,000 $15,000 $20,000 $25,000

Monthly Intern Salary Earnings

(H1-B Grant Funded On-Campus/PMO Positions)

0 1 2 3 4 5 6 7 8 9

Monthly Intern Participation

(H1-B Grant Funded On-Campus/PMO Positions)

PMO Annual Report

• AECOM Internship Program focused on recruiting LACCD current

and recent graduates with the intent of developing a high skilled

science, technology, engineering and math pool of future team

members

• AECOM Internship Program began September 1, 2015.

• Interviews of recent H-1B Internship Grant Program graduates for

continued paid internships with AECOM

• AECOM internship duration of six months (estimate); internships

could lead to full-time employment

*To be determined.  Total internship value determined by length of internship and hours worked.  

**These interns were kept beyond the grant hours by sponsoring company.

AECOM Internship Program Participation

PARTICIPANT  NAME ETHNICITY GENDER H B W CH AP O F M REFERRING  CAMPUS DISCPLINE SPONSORING EMPLOYER START  DATE HOURLY Wage

1. Angel Huezo X X ELAC Structural Eng. AECOM 10/5/15 $30.00

2. Juan Ayala (VET) X X ELAC Mechanical Eng. AECOM 10/5/15 $17.00

3. Manuel Jacquez X X ELAC Electrical Eng. AECOM 10/28/15 $17.00

4. Javier Enriquez X X ELAC Environmental 

Eng.

AECOM 11/30/15 $17.00

5. Eric Garcia X X ELAC Chemical Eng. AECOM 11/30/15 $17.00

6. Daniel Campero X X Harbor Building & Places AECOM 11/2/15 $17.00

7. **Clarence 

Holiday X X Southwest Building & Places AECOM

12/2/15 _$30.00

Local Worker Hiring Performance

Actual Local Hire Participation (By Month)

• 17,198 workers performed work on 28 active projects, of which 5,572, or 32%, are local (thru Dec. 2015).

PMO Annual Report

• BuildLACCD has contracted with 297 companies

– 179 (or 60%) deemed LSEDV

Complete listing of firms, organized by type*, their LSEDV status, number of task orders awarded to-date (September 2015), and current (September 2015) contract award value provided in the October 13, 2015 memorandum.

* Architectural & Engineering, Environmental, Inspector of Record, Laboratory of Record, Whole Building Commissioning, Staff Augmentation, Construction

Supplemental listing of Staff Augmentation bench and Construction contract award values provided on October 20, 2015.

Local, Small, Emerging, Disabled, Veteran (LSEDV) breakdown

Ethnicity/Race & Gender Breakdown *

1% 3% 5% 1% 0% 90% African American Asian/Pacific Island Hispanic Native American

Subcontinent Asian American Unknown

13%

87%

Women Owned Unknown

PMO Annual Report

• Criteria used for each KPI presented in the September 30, 2015

presentation can be found in the Backup Slides beginning on

Slide 40 of that presentation.

• Poor Scoring KPIs

– Time to Execute Change Orders: Currently the KPI holder is penalized if over 10 percent of all open change orders are not executed within the 90-day timeframe, regardless of whether they have processed 90 percent of other change orders within the

designated time frame.

– Construction Schedule: A contributor to the scores are legacy

projects that experienced unforeseen conditions, contractor default, or DSA review/approval delay.

• KPI criteria of all KPIs under review by the PMO and District

PMO Annual Report

• 20+ Projects are projected to reach substantial completion and/or building occupancy

Project/building occupancies (September 2015 – July 2016)

College Project

Projected Project/Building Substantial Completion/ Occupancy Date

City Physical Plant (M&O Building) February 2016

City Tennis Courts February 2016

City RWGPL Red Line Pedestrian Corridor July 2016 East Campus Student Center / Book Store Complex February 2016 East Student Success & Retention Center February 2016 Harbor Theater Drama Speech Building February 2016

Harbor Campus Marque Modernization Completed

Mission Campus Modernization Phase I March 2016

Mission Campus-wide Restrooms March 2016

Mission Campus Modernization Phase II March 2016

Mission Campus Demand Side Management June 2016

Pierce Performing Arts Building ADA Improvements Completed

Pierce Stadium ADA Improvements Completed

Pierce Photovoltaic Arrays for Parking Lots 1 & 8 February 2016 Southwest Campus-wide Infrastructure -Phase II (HV Campus Loop) February 2016 Trade South Campus-Upgrade Security Doors Completed

Valley Athletic Training Facility January 2016

Valley Monarch Center March 2016

Valley Campus Improvement – Building Upgrade Completed

District Response

PMO Annual Report

• M&DR

– Completed in June 2015

– Energy consumption data being captured and will be analyzed to identify poorly performing buildings (10,000 SF+)

– 12 months of data required to set a baseline to establish trends and/or make recommendations based on those trends

• Prop 39

– Five-year program for K-12 & CC to implement energy efficiency projects, while creating jobs in the community

– California Community College Chancellor’s Office distributes Prop 39 funds based on full-time equivalent students (FTES)

– 2013 thru 2016: $9.35 million allocated to LACCD

• 35 Projects funded by Prop 39; several more in development